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Admin and Finance Coordinator

Cheltenham

Contract: Permanent, full time

Salary: £25,000 - £27,000 depending on experience

Reports to: CEO

Line reports: Admin and finance volunteers

Job purpose:

To provide administrative and financial support across the organisation, including management of the charity’s suppliers, bookkeeping and managing administrative processes within the charity.

Sight Support West of England, Insight Gloucestershire and Wiltshire Sight are three independent charities working together to reduce the impact of sight loss and support local people with sight loss to lead independent lives. We deliver local services across the region, and share a central management team to reduce costs and share efficiencies across the three organisations.

Sight Support are seeking an experienced office or financial administrator with excellent analytical and problem-solving skills to join our highly motivated and passionate team to provide administrative and financial support across the three organisations. This post will be based at the Insight Glos office in Cheltenham.

As the Admin and Finance Coordinator, you will be playing a key role supporting the local Insight team and the wider Sight Support staff with management of suppliers, bookkeeping, and maintaining our admin systems. The finance part of the role does not require you to be qualified in any way, but does require a head for figures, and an ability to enter financial information accurately and quickly. Full training will be provided.

Key responsibilities of the role

Administration / Office Coordination

• Ensure the smooth running of the Insight Gloucestershire office in Cheltenham, dealing with issues as they arise, in consultation with the Insight team and the wider Sight Support staff team.
• Take a lead role in management of Sight Support and Insight Glos suppliers, including communication, IT, phones, stationery, etc.
• Take the lead on all administrative processes, such as management of collection boxes, maintaining inventory of equipment, asset lists, etc.
• Open all incoming post in Cheltenham, ensuring that any donations are kept securely. Ensure that receipts are recorded and banked at least weekly.
• Coordinate and oversee mailings to clients and supporters, including annual appeals. Oversee the printing of leaflets/posters, etc in the Insight office.
• Ensure that all emails received into the info@ email address are dealt with promptly and appropriately, or forwarded to the right member of staff.
• Oversee the work of any admin volunteers working within the Insight office.
• Provide other administrative support to staff as necessary.

Finance and Bookkeeping

• Ensure all invoices, bills, purchases and receipts are entered onto the online finance system, Xero, for approval, and payments set-up on online banking system.
• Ensure all bank accounts are reconciled at month end and any issues are brought to the attention of the Sight Support CEO.
• Maintain financial information filing, to ensure that up to date information is readily available for monthly reporting and year-end audit.
• Provide other financial support to the CEO such as issuing invoices, entering monthly journals or reconciling supplier accounts.

Person specification

Sight Support West of England is committed to quality, equality and valuing diversity, and welcome applications from all backgrounds. As a sight loss charity, we particularly encourage applicants who are visually impaired to apply.

To apply for this post please send a CV and a covering letter outlining your suitability for the post by clicking on Apply Now. Applications without cover letters will not be considered.

Closing date for applications: Weds 22nd May 2024

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